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CEMETERY COMMISSION 2014/04/21 MinutesThe City of Lake Forest CITY COUNCIL Proceedings of the April 21, 2014 Regular Meeting 7:00 p.m. – Council Chambers The Deputy Clerk called for a motion to appoint Alderman Palmer as Acting Mayor. Alderman Adelman made a motion to appoint Alderman Palmer as Acting Mayor, seconded by Alderman Novit. The motion carried unanimously by voice vote. CALL TO ORDER AND ROLL CALL: Acting Mayor Palmer called the meeting to order at 7:00 pm, and Deputy City Clerk Margaret Boyer called the roll of Council members. Present: Acting Mayor Palmer, Alderman Waldeck, Alderman Novit, Alderman Tack, Alderman Reisenberg, and Alderman Adelman. Absent: Mayor Schoenheider, Alderman Moore, Alderman Pandaleon. Also present were: Bob Kiely, City Manager, Carina Walters, Assistant City Manager; Victor Filippini, City Attorney; Andrew Fiske, City Attorney; Susan Banks, Communications Manager; Catherine Czerniak, Director of Community Development; Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; James Held, Chief of Police; Karl Walldorf, Deputy Chief, Craig Lepkowski, Commander. There were approximately 50 present in the audience. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all in attendance. EXECUTIVE SESSION pursuant to 5ILCS 120/2 (c) ( 21), semi-annual review of the minutes mandated by Section 2.06 of the Open Meetings Act and 5ILCS 120/2 (c) (1), The City Council will be discussing personnel matters. Adjournment into Executive Session Alderman Novit made a motion at 7:05 p.m. to adjourn into executive session for the purpose of mandated semi-annual review and personnel, seconded by Alderman Reisenberg. The following voted “Yea”: Aldermen Novit, Waldeck, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried. RECONVENE INTO REGULAR SESSION The City Council Reconvened into open session at 7:48 p.m. The action item(s) from the executive session will be addressed under Section 5- ITEMS FOR OMNIBUS VOTE CONSIDERATION and Section 7- NEW BUSINESS. REPORTS OF CITY OFFICERS Proceedings of the April 21, 2014 Regular City Council Meeting COMMENTS BY MAYOR A. Deer Path Art League Emerging Artist Awards Acting Mayor Palmer introduced Jilian Chapman of the Deer Path Art League who reported that 2014 marks the 60th Anniversary of the Art League. Acting Mayor Palmer presented the awards to children from various local schools. COMMENTS BY CITY MANAGER None COMMENTS BY COUNCIL MEMBERS A. PUBLIC WORKS COMMITTEE 1. Consideration of an Ordinance approving a Fee Schedule for The City of Lake Forest (First Reading, and if Desired by the City Council, Final Approval) Alderman Kent Novit, Public Works Committee Chairman reported that in February the City Council adopted modified water rates effective May 1, 2014. Included in the water rate adjustments was an increase in the fixed portion of the water rate assessed to customers on a quarterly basis. The City Council directed staff to explore the possibilities of an abatement program for low income residents to relieve them of the increase in the fixed rate charge effective May 1st. He stated that the City currently offers a discounted vehicle sticker for low income residents enrolled in the State’s Benefit Access Program. Staff is proposing that the City simply extend the current program and allow for a $10.00 quarterly discount in the fixed water charge to all residents showing proof of participation in the Benefit Access Program. By doing so, the need for any additional paperwork for residents and the City would be alleviated.. COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final approval of the Ordinance approving a fee schedule for The City of Lake Forest. Alderman Waldeck made a motion to waive first reading, seconded by Alderman Reisenberg. The following voted “Yea”: Aldermen Novit, Waldeck, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried. Alderman Waldeck then made a motion grant final approval of the Ordinance approving a fee schedule for The City of Lake Forest, seconded by Alderman Adelman. The following voted “Yea”: Aldermen Novit, Waldeck, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried. Proceedings of the April 21, 2014 Regular City Council Meeting 2. Consideration of a Recommendation by the Public Works Committee for Approval of an Easement Agreement between The City of Lake Forest and the North Shore Sanitary District. Alderman Novit, Public Works Committee Chairman reported that Staff is requesting City Council approval of an easement agreement between the City and the North Shore Sanitary District (NSSD hereafter) for the District’s pump station and accompanying improvements located within the south beach parking lot. The Public Works Committee voted unanimously in favor of the agreement at its April 14, 2014 Public Works Committee meeting. He said that since October, 1976, NSSD has operated a sanitary sewer pumping station at the south end of Forest Park Beach and that the initial easement agreement has been amended throughout the years to allow NSSD to construct various improvements. He reported that under the original lease, NSSD was required to pay a monthly rental fee. Over five years ago, the City agreed to waive the rental fee because NSSD had installed two specific improvements that eliminated sewer discharges into the lake. Specifically, the improvements included a two million gallon underground storage tank to store excessive flows going into the station, and a natural gas emergency generator to supply electrical power during power outages. These upgrades cost over $10 million to construct and install. Both the City and NSSD have agreed to establish a permanent and perpetual easement allowing NSSD to continue to maintain and operate their improvements within the easement area. Alderman Novit stated that if the City Council approves this agreement, NSSD staff will seek approval of the agreement from their Board of Trustees at its May 14, 2014 meeting. And as noted in Section three of the agreement, the City would agree to waive the rental fee balance of $113,153.30. COUNCIL ACTION: Approval of an Easement Agreement between The City of Lake Forest and the North Shore Sanitary District. Alderman Adelman made a motion to grant approval of an Easement Agreement between The City of Lake Forest and the North Shore Sanitary District that includes waiving the rental fee balance of $113,153.30, seconded by Alderman Reisenberg. The following voted “Yea”: Aldermen Novit, Waldeck, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried 3. Consideration of a Recommendation by the Public Works Committee for Approval of a Resolution Supporting Seasonal Lawn and Landscape Irrigation Restriction, Education, and Enforcement. Alderman Novit, Public Works Committee Chairman, reported that Staff is requesting City Council approval of a resolution that addresses irrigation restrictions, education, and enforcement for the upcoming season. Alderman Novit stated that at the March 3, 2014 Committee of the Whole meeting, staff outlined various highlights and program initiatives it proposed to pursue during FY Proceedings of the April 21, 2014 Regular City Council Meeting 2015 to address high water demands throughout the summer. Included was the adoption of a resolution by City Council reviewing irrigation restrictions, education, and enforcement. The Public Works Committee reviewed and approved the attached draft resolution at its April 14, 2014 Public Works Committee meeting. Director of Public Works, Michael Thomas reported that staff intends to return to City Council in May, 2014 to recommend updates to Section 44-59 of the City Code, and that today, the Code has far fewer restrictions than what is needed to avoid supply issues throughout the summer months. Therefore, revisions will be recommended that coincide with items noted within this resolution. He also said the City will use the Dialogue, website and the media to educate residents about the new Resolution in place. Alderman Novit went on to clarify that the draft resolution still allows for the irrigation of established plant material three days per week for each property owner, and explained that odd numbered addresses can water Wednesday, Friday and Sunday and that even numbered addresses can water on Tuesday, Thursday and Saturday. No one should water on Mondays allowing the system to recharge. COUNCIL ACTION: Approval of a Resolution Supporting Seasonal Lawn and Landscape Irrigation Restrictions, Education, and Enforcement. Alderman Waldeck made a motion to grant approval of a Resolution Supporting Seasonal Lawn and Landscape Irrigation Restrictions, Education, and Enforcement, seconded by Alderman Reisenberg. The following voted “Yea”: Aldermen Novit, Waldeck, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried B. FINANCE COMMITTEE 1. Consideration of an Ordinance making a Supplemental Appropriation for the Fiscal Year Beginning May 1, 2013 and Ending April 30, 2014 and Ratifying a Transfer of $236,858.10 to the Elawa Farm Foundation (First Reading, and if Desired by the City Council, Final Approval) Finance Director Elizabeth Holleb explained that this is an administrative item relating to the budget process. She said it is recommended to approve a supplemental appropriation at the end of each fiscal year for any fund that is anticipated to exceed the original appropriation. And this item was not in the 2014 budget. Because this transfer was not anticipated in the Fiscal Year 2014 budget, a supplemental appropriation is required to provide the legal authority under the appropriation ordinance. Ms. Holleb said Staff requests first reading and if desired by the City Council, final approval of an Ordinance making a supplemental appropriation in Fiscal Year 2014 and ratifying a transfer of funds to the Elawa Farm Foundation to close the Elawa Fund pursuant to a new operating agreement. Proceedings of the April 21, 2014 Regular City Council Meeting COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final approval of the Ordinance making a supplemental appropriation for the fiscal year beginning May 1, 2013 and ending April 30, 2014 and ratifying a transfer of $236,858.10 to the Elawa Farm Foundation pursuant to the Elawa Farm Operating Agreement. Alderman Adelman made a motion to waive first reading, seconded by Alderman Novit. The following voted “Yea”: Aldermen Novit, Waldeck, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried. Alderman Reisenberg then made a motion to grant final approval of the Ordinance making a supplemental appropriation for the fiscal year beginning May 1, 2013 and ending April 30, 2014 and ratifying a transfer of $236,858.10 to the Elawa Farm Foundation pursuant to the Elawa Farm Operating Agreement, seconded by Alderman Adelman. The following voted “Yea”: Aldermen Novit, Waldeck, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS None ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the April 7, 2014 City Council minutes. 2. Consideration of approval/ review of executive session minutes that include the dates of 12/2/2013, 1/6/2014, 1/21/2014, 2/3/2014 and 4/7/2014 * 3. Approval of a Resolution Reallocating 2014 Volume Cap to the Village of Buffalo Grove, Illinois 4. Approval to renew agreement for financial and land parcel management system software maintenance and licensing for FY2015 5. Request for City Council to Waive the Competitive Bidding Process to Purchase LED Street Light Lamps 6. Award of contract for Oak Knoll Watermain Replacement Project 7. Award of the Lake Forest portion of the 2014 Joint Sewer Lining Project contract. 8. Award of the Lake Forest portion of the 2014 Joint Concrete Pavement Patching Project 9. Award of Lake Forest portion of the 2014 Joint Concrete Sidewalk and Curb Replacement Program contract Proceedings of the April 21, 2014 Regular City Council Meeting 10. Consideration of Ordinances Approving Recommendations from the Building Review Board. (First Reading and if Desired by the City Council, Final Approval) 11. Consideration of Ordinances Approving Recommendations from the Zoning Board of Appeals. (First Reading, and if Desired by the City Council, Final Approval) Item # 2 with the added language “for approval as revised but not released” * COUNCIL ACTION: Approve the eleven (11) Omnibus items as presented. Alderman Adelman made a motion to approve by Omnibus vote designation, seconded by Alderman Reisenberg. The following voted “Yea”: Aldermen Novit, Waldeck, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried Information such as Purpose and Action Requested, Background/Discussion, Budget/Fiscal Impact, Recommended Action and a Staff Contact as it relates to the Omnibus items can be found on the agenda. ORDINANCES 1. Consideration of an Ordinance approving a Fee for the impoundment of vehicles used in the commission of DUI-related offenses within The City of Lake Forest (First Reading) Chief of Police Jim Held reported that Staff is requesting first reading of an Ordinance instituting a $500 fee for impounding vehicles incident to an arrest for Driving Under the Influence or Driving While License Suspended or Revoked, where the cause of action is a previous driving under the influence arrest. He stated that Illinois state law allows municipalities to enact local ordinances that charges impound fees when drivers are arrested for a variety of offenses and their vehicles are subsequently impounded, however at this time Staff is only seeking the offenses of driving under the influence and driving while license suspended or revoked. Additionally, he said that vehicle owners impacted by the fee would have right to an administrative hearing with an administrative hearing officer to contest the application of the fee. Chief Held reported that the proposed ordinance has been reviewed and approved by the Legal Committee. City Council members asked for clarification as to whether or not the car would be towed if there was an able bodied passenger in the car who possesses a driver’s license and could drive the car, as well as other authorized offensives are. Staff has been directed to make language changes and the Council will have second reading at the next City Council meeting. COUNCIL ACTION: Grant first reading of the Ordinance approving an impoundment fee for impounding vehicles incident to an arrest for Driving Under the Influence or Driving While License Suspended or Revoked, where the cause of action is a previous driving under the influence arrest. Proceedings of the April 21, 2014 Regular City Council Meeting Alderman Reisenberg made a motion to approve first reading with directed language changes, seconded by Alderman Novit. The following voted “Yea”: Aldermen Novit, Waldeck, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried NEW BUSINESS 1. Approval of an Intergovernmental Agreement between the Village of Glenview and the City of Lake Forest for Centralized Dispatching Services City Manager Robert Kiely reported that The City of Lake Forest has been studying this concept for two years and that in July 2012, the Village of Lake Bluff, City of Lake Forest and City of Highland Park contracted with Matrix Consulting Group to conduct a feasibility study of consolidating 9-1-1 public safety dispatch operations. He added that there were a number of options considered and it was the consensus to propose consolidating services with Glenview, housed at Highland Park Police headquarters. The option selected afforded each community the ability to have a back-up communications center in the event that either Highland Park or Glenview was taken out of service, this would allow for a fully redundant dispatch center. He added that staffing will be improved since the City is combining resources to provide service to three communities instead of just one. Support staffing availability will be improved because Glenview has a much larger group of employees from which to draw. Improved staffing in the 9-1- 1 Center can potentially improve call handling and processing times which could improve emergency police and fire responses to our community. And that the City would immediately obtain a Next Generation compatible 9-1-1 (NG9-1-1) geo-diverse phone system which allows for text messages and photos. The expected take over date is September 1, 2014. Mr. Kiely indicated that the savings to the City would be as much as $1.9 million over a five-year period by consolidating dispatch services. As the updated cost comparison chart showed that was included in the packet, the current projected savings over the five-year period is $1.67 million. (The difference is attributable to three considerations; a) the enhanced radio frequency, ($86,000), b) the redundant center, ($78,800), and, c) the loss of the Rockland Fire Protection District, ($114,700). Acting Mayor Palmer asked if there were any City Council members who had anything to add, Alderman Waldeck stated that she has concerns that in an effort to cut costs, the level of service residents are used to will be affected. Audience member Mike Moran offered his opinion on the topic and asked the City Attorney if there would be a response to his letter that was sent previously. City Attorney Victor Filippini stated that a response was in the works. COUNCIL ACTION: Approval of an Intergovernmental Agreement between The City of Lake Forest and the Village of Glenview regarding the provision of centralized dispatching services. Alderman Tack made a motion to approve of an Intergovernmental Agreement between The City of Lake Forest and the Village of Glenview regarding the provision of centralized dispatching Proceedings of the April 21, 2014 Regular City Council Meeting services, seconded by Alderman Reisenberg. The following voted “Yea”: Aldermen Novit, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: Alderman Waldeck. 5 Yeas, 1 Nays, motion carried. 2. Consideration of a Request for an Extension of Tentative Plat Approval for the Spiel Subdivision. (Approve a motion granting the request.) Director of Community Development Catherine Czerniak reported that the Spiels, are requesting a second 12-month extension of the tentative plat approval previously granted on May 21, 2012 for the subdivision of their property, the Spiel Subdivision. (She noted that within the write up provided, the date of April 15, 2003, should have been April 15, 2013) On April 15, 2013, in response to a request from the Spiels for the first extension, the City Council granted a 12-month extension of the tentative plat approval and that over the past year, the Spiels have marketed the property and have continued to pursue completion of the final engineering plans and final plat of subdivision, and worked through wetlands issues. Ms. Czerniak stated that the Spiels have submitted a written request for a second 12-month extension as permitted by the Code to give them the time they need to bring this project to completion. She added, should the Council grant the requested extension, a final plat of subdivision and final engineering plans will need to be submitted to the City for review prior to May 21, 2015, not May 21, 2014 as provided within the write-up. COUNCIL ACTION: Approve a motion granting a second, and final, 12-month extension of the tentative plat for the Spiel Subdivision Alderman Reisenberg made a motion granting a second, and final, 12-month extension of the tentative plat for the Spiel Subdivision, seconded by Alderman Novit. The following voted “Yea”: Aldermen Novit, Waldeck, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried ADDITIONAL ITEMS FOR COUNCIL DISCUSSION None ADJOURNMENT There being no further business. Alderman Reisenberg made a motion to adjourn, seconded by Alderman Tack. Motion carried unanimously by voice vote at 8:30 p.m. Respectfully Submitted, Margaret Boyer Deputy City Clerk Proceedings of the April 21, 2014 Regular City Council Meeting A video of the City Council meeting is available for viewing at the Lake Forest Library and on file in the Clerk’s office at City Hall. You can also view it on the website by visiting www.cityoflakeforest.com. Click on I Want To, then click on View, then choose Archived Meetings Videos.